Maintenance Administrative Assistant

As a Maintenance Administrative Assistant you will play a crucial role in supporting the maintenance department's operations by providing administrative and organizational assistance. You will be responsible for coordinating various tasks, maintaining records, and ensuring seamless communication between the maintenance team, other hotel departments, and external vendors. Your efforts will contribute to the overall guest experience and the smooth functioning of the hotel's facilities.

Key Responsibilities:

1. Maintain accurate and up-to-date records of maintenance requests, work orders, and repairs performed.

2. Serve as a point of contact between the maintenance team, front desk, housekeeping, and other departments, ensuring clear communication and timely updates.

3. Coordinate maintenance schedules and work orders to minimize disruptions to guests and operations.

4. Assist in scheduling maintenance technicians for routine tasks, repairs, and preventive maintenance.

5. Monitor inventory levels of maintenance supplies and equipment and facilitate procurement as needed.

6. Address guest requests related to maintenance needs promptly and professionally, ensuring a high level of guest satisfaction.

7. Communicate with guests about maintenance timelines, temporary inconveniences, and solutions.
8. Generate reports and summaries on maintenance activities, including completed tasks and ongoing projects.
9. Manage paperwork related to contractor agreements, invoices, and payment processing.
10. Maintain records of safety inspections, training sessions, and certifications.
11. Ensure payroll documents are submitted in a timely manner and the system is kept up to date. 

Qualifications:

1. High school diploma or equivalent; additional education or certifications in hospitality, administration, or a related field is a plus.

2. Strong organizational skills and attention to detail.

3. Excellent communication skills, both written and verbal.

4. Proficiency in using computer software and tools, including MS Office suite.
5. Ability to multitask, prioritize, and work effectively in a fast-paced environment.

6. Previous experience in administrative or customer service roles is desirable.

7. Knowledge of basic maintenance concepts and hotel operations is advantageous.

8. The role is primarily based in an office setting within the hotel.

9. May require occasional interaction with guests and exposure to maintenance activities.

10. Flexibility in work hours, as occasional evening, weekend, and holiday shifts may be necessary.